4th MEETING

CANADA DAY COMMITTEE

 

TOWN OF MARKHAM

York Room, Markham Civic Centre

May 1, 2006

 

MINUTES

 

Attendance:

James Bush

Jeanne Bowman

Everest D’Souza

Ivy Lee

Adam Poon

Charlene Woron

Deputy Mayor F. Scarpitti

 

Staff:

Steve Matunin, Supervisor, Operations

Rob Hinks, Working Foreperson (Milne)

Joanne Olson, Council Assistant

Olivia Bella, Event Management & Outdoor Sport Coordinator

Matt Vetere, Financial Analyst

Lilian Pagnanelli, Committee Clerk

 

 

The Canada Day Committee meeting convened at 6:00 p.m. with Deputy Mayor F. Scarpitti, acting as Chair.

 

 

1.         ADOPTION OF AGENDA

 

Moved by J. Bush

Seconded by J. Olson

 

That the Agenda, as presented, be adopted.

CARRIED

 

2.         MINUTES OF APRIL 10, 2006 MEETING

 

J. Olson noted that the Scarborough Pipe Band have not confirmed their participation in the parade and requested that minute #6 (e) be amended to reflect this change.

 

 

Moved by J. Olson

Seconded by J. Bowman

 

That the Minutes of the Canada Day Committee meeting held on April 10, 2006, as amended, be adopted.

CARRIED

 

 

3.         BUSINESS ARISING FROM MINUTES OF LAST MEETING

 

T-Shirts –As Regional Councillor Jim Jones was not in attendance to provide information regarding t-shirts.  O. Bella due to work schedule expressed her regret for not being able to contact Regional Councillor Jones. She assured the committee that the requested information will be presented at the next meeting

 

 

4.         CONFIRMATION OF CO-CHAIR FOR 2006

 

This item was deleted from the agenda.

 

 

5.         2006 BUDGET

 

The Committee was provided with a copy of the financial statement as at May 1, 2006.  Deputy Mayor Scarpitti gave an overview of the total 2006 budget and made a line by line commentary on the items that are subject to change.

 

 

6.         COMMITTEE REPORTS:

 

      a)   Food Vendors – S. Sahoy was not in attendance to give an update.

 

            S. Matunin noted that the vendors’ site/set-up is yet to be finalized.  This information will be reported to the committee as soon as a decision is made. He once again presented a copy of the site map for review and discussion regarding suitable vendors’ location.

 

      b)   Sponsorships – Deputy Mayor Scarpitti noted that a draft generic sponsorship package/list of sponsors is ready and will be presented at the next meeting.

 

      c)   Advertising/Posters/Invitations – O. Bella advised that a copy of the general Poster was e-mailed to everyone for review.  She highlighted two major changes to the poster - the deletion of the Olympic rings and the resizing of the logo to make it bigger.  Ms. Bella mentioned several distribution locations, i.e. Markham libraries, fire halls, community centres, and senior’s homes, and mentioned the number of posters that will be supplied to each of these locations.

 

d)      Mayor’s Seniors Luncheon – C. Woron presented a summary of competitive quotes from various suppliers for balloon decorations, i.e. pillars, columns, arch, hellium tank rental, air filled balloons, deflated balloons.  Ms. Woron circulated pictures showing balloon pillars and arch that were used for decorations.  In addition, she also reported on the linen rental fee to be supplied by Merlyn, as well as Merlyn’s request for tables and food stations to be used for food set-up.

 

Following a question and answer period, the committee decided as follows:

·      That two balloon columns will be ordered for stage decoration;

·      That one helium tank be rented;

·      That sufficient number of deflated balloons be purchased for table decoration;

·      That table linens be rented at $5.00 per table with June 30th delivery date.

 

S. Matunin was requested to provide Merlyn with 3 rectangular tables and 4 stations for food set-up at the Milliken Mills Arena.

 

J. Olson assured that volunteers will be assigned to provide the necessary tasks relating to balloon oxygen fill up and decorations, and that volunteers assigned to food serving will be expected to remain to assist in the clean-up, so that the time commitment would be approximately 9:00 a.m. to 2:30 p.m.  Also, volunteers will be required for some set-up duties the evening before.

 

S. Matunin advised that 60 cases of soft drinks have been ordered.  He requested C. Woron to check with Merlyn if he could provide the carts for food.

 

A brief discussion ensued regarding entertainer during the luncheon.  E. D’Souza advised that he will contact an entertainer/singer by the name Mr. Arthur Betreo and will provide an update at the next meeting.

 

      e)   Parade – J. Olson confirmed the participation of the Communities In Bloom float which has now been added to the confirmed participants below.

 

·                Communities In Bloom

·                Governor General's Horse Guards Band

·                Veterans

·                Cadets

·                Athletes, and

·                One VIVA bus

·                Fire truck

 

Adam Poon advised that he will solicit several car companies to determine the participation of Smart Cars in the parade.  Mr. Poon will provide an update on this matter at the next meeting.

 

f)    Parking – S. Matunin advised that a meeting will be held on May 15th  to determine the vendors area and general set-up of traffic in and out of the Park. 

 

g)   Stage & Sound – A site meeting between Deputy Mayor F. Scarpitti, Adam Poon and S. Matunin is scheduled for May 2nd to discuss and make a decision on staging and sound..  It was suggested that a bigger stage similar to the “Taste of Asia” be pursued. 

 

 

Deputy Mayor Scarpitti excused himself from the meeting.  The meeting continued with J. Olson as Acting Chair.

 

 

      h)   Children’s Activities – J. Bowman reported that the Fire Department did not wish to participate in the Childrens’ Tent.  Ms. Bowman discussed the participation of the Shapiro’s (noted the fee of $75.00 being charged and mentioned if this would be a conflict of interest).  She also advised that Dr. Zonk is coming with his top hat, and that J. Bush agreed to assist in the supervision of the Jumping Castle.   Ms. Bowman requested S. Matunin/R. Hinks  to provide picnic tables in the Children’s area, and adequate number of passes for her volunteers.  Ms. Bowman further inquired as to the possibility of placing an ad in Stouffville newspaper.  O. Bella was requested to look into this request and report back to the next meeting.

 

i)    Entertainment – J. Olson reported that she has spoken to an MC from CHUM Radio and will report back on the matter at the next meeting.  She has also contacted a number of performers such as the Sandra Amodeo Dance Group, Viva Folk Dancers, the Hawaiin Dancers, and confirmation of this will be reported as soon as the information is available.  The participation of the Lion Dancers was suggested.  J. Olson will contact Emily Ng of the Taste of Asia regarding this request.

 

      j)    Signage – members were advised to submit their request for signage to S. Matunin.

 

      k)   Security – O. Bella reported that five (5) police with vehicles, including one sergeant; four (4) By-law Enforcement Officers (for crowd control at night and held in loading buses), and four (4) officers on bicycles are confirmed.

 

l)    Volunteers – J. Olson advised that she has a list of people who volunteered last year.  They will be contacted, and if interested, will be assigned specific duties at specific times.  She reiterated that this year everyone will have a special duty.  Members were asked to contact J. Olson with the names of any persons interested in volunteering this year. 

 

 

7.         OTHER

 

a)         Heritage Grant Request – No new information was reported.

 

 

 

b)         Media Launch – is scheduled for Wednesday, June 21 at 2:00 p.m. 

 

It was reported that invitations went out to recent local Olympians, however it is not certain whether they are able to attend.

 

 

9.         DATES OF FUTURE MEETINGS

 

The following future meeting dates were confirmed:

 

May 15

May 29

June 12

June 21 - Media Launch 2:00 p.m., Markham Civic Centre. 

June 26

 

 

10.       ADJOURNMENT

 

The meeting adjourned at 7:20 p.m.